Smithers Community Services Association is a non-profit organization that believes in raising the bar on what it means to do a good job. As a member of the Smithers Community Services team, you are fully engaged in your work, you take personal responsibility for your experience with the Association, you are a professional who operates from a place of ethics and integrity and you are prepared to evolve, change and grow as a result of working here.

PROGRAM: Administrative Support

POSITION: Receptionist & Administrative Assistant (Internal & External)

OPEN: June 24, 2024

CLOSES: July 8, 2024 (noon)

JOB TYPE: Temporary part time (2 days per week: Monday & Tuesday) until October 31, 2024.

WORKING HOURS: 8:30 am-4:30 pm (12:00-1:00 pm lunch time)

COMPENSATION: $26.00-$28.00

PROGRAM SUMMARY:

The Administration team provides support for all programs and services offered through Smithers Community Services Association.

POSITION SUMMARY:

The Receptionist / Administrative Assistant performs reception duties for Smithers Community Services Association, and assists the Executive Director, Program Managers and Board as required.

REPORTING RELATIONSHIPS:

• Reports To: Executive Director Smithers & District Transit Program Manger
• Direct Reports: None

Key Duties and Responsibilities

• Create a welcoming environment for visitors.
• Answer telephone calls and relay messages.
• Dispatch Smithers & District Transit calls.
• Respond to electronic inquiries.
• Support and assist with agency events, including the Annual General Meeting and Staff Meeting.
• Provide administrative support to the Executive Director, board, and staff as required.
• Schedule and confirm appointments.
• Order office supplies and maintain inventory.
• Open and distribute regular and electronic incoming mail and other material and coordinate the flow of information.
• Type and proofread correspondence, forms, and other documents.
• Review and update internal documents to ensure consistency, as directed by the Executive Director.
• Maintain door and alarm codes for all staff.
• Ensure the security of the facility (i.e., ensure doors and reception filing cabinet are locked, lights and equipment are turned off each day). Report any security concerns to the Executive Director.
• Work closely with another part-time Receptionist / Administrative Assistant, collaborating on responsibilities and job duties as needed.
• Ensure walkways are clear of snow and ice in the winter, and water hanging baskets in the summer.
• Work closely with the building cleaner.
• Order office supplies.

Secondary Functions:

• Support the publishing of brochures, business cards, and the annual AGM report.
• Attend SCSA meetings and take and circulate minutes if required.
• Support updates to the agency's website and social media contexts.
• Keep track of staff's whereabouts during working hours, particularly when they are absent, out of the office, or working alone.
• Ensure reception, photocopy, and kitchen areas are tidy; empty the shredder, update the pamphlet display, and maintain the bulletin board.
• Maintain the SCSA Scrapbook and Photo Tree.
• Keep the sink area clean and wash kitchen towels and clothes as needed.
• Provide backup support and vacation coverage to the administrative team.
• Report all reception-related Critical Incidents to the Executive Director.
• Perform other related duties as required.

QUALIFICATIONS:

Education: Grade 12 graduation and a minimum of two years' experience in a similar position or a combination of relevant training and experience. Related training includes office administration or business management.

Knowledge and Experience

• MS Office and basic function (Word, Excel and Power Point)
• Competently operate a variety of office equipment.
• Sound knowledge of social media
• Be familiar with Social Service programs within the community.
• Maintains current certification in Occupational First Aid and Non-Violent Crisis Intervention.

Skills and Abilities

• Great attitude with visitors
• Self-directed and worked well independently and as part of a team.
• Possesses excellent written and verbal communication skills.
• Demonstrates attention to detail and excellent editing / proofreading skills.
  
• Motivated, well organized and detail orientated person with the ability to prioritize. Works well with continuous interruptions
• Demonstrated ability to interact positively with SCSA board, staff, clients and the public in person and over the telephone.

To Apply:

Please submit a resume and brief cover letter addressed to Myung Lee using the link provided. SCSA welcomes all applications, however, only shortlisted applicants will be contacted for an interview. Interviews will be conducted in the week of July 8, 2024.

ADDITIONAL REQUIREMENTS:
· Understand and be committed to terms of confidentiality and sign a pledge of confidentiality.
· Undergo a Criminal Record Search as and when required by the Association

The Smithers Community Services Associations ensures equitable, objective hiring processes based on merit. Committed to diversity within our community and our staff, we welcome all applications, including those from visible minority members, Indigenous persons, persons with disabilities, persons of any sexual orientation or gender identity, and other individuals not listed here who may contribute to our inclusive practice and the further diversification of ideas.

Updated in June 2024